This position has a dual reporting structure and reports
equally to the Controller and the Director of
Administrative Operations. The Accounts Payable (AP) and Operations
primarily responsible for day-to-day aspects of processing payables and tasks
related to the administration of the BAC operations including but not limited
to the full cycle of the accounts payable process and facilitating and
coordinating processes and day-to-day administrative operations for the College. Additional areas include ordering
and maintaining office equipment and supplies and recommending procedures.
for all accounts payable functions
issue purchase orders and keep record
of purchase orders
match invoices to receipts and purchase
input approved invoices and check
schedule AP payments for approval by
run checks on a regular schedule
ensure all AP/PO data entry is accurate
for information, timeliness, due date, and general ledger charge numbers
Train new employees on purchase order
and invoice payment procedures
Follow up, quarterly or sooner, on all
open purchase orders with the originator
Process according to the dates associated
with the monthly/yearly closing
Process invoices and PO’s appropriately
Coordinate with Controller and Director
of Administrative Operations, in a timely manner, to obtain additional help
when needed for Accounts Payable or the Operations department responsibilities
general ledger entries for data entry processing corrections and other entries,
as requested by the Controller/Assistant Controller. This responsibility is also shared with other
members of the Finance Department. Assist with the management of various vendor
services including but not limited to working with the Student Healthcare
company, mail room/copy room site Supervisor,
copier companies, U.S.P.S. stamp
machines, printing vendors, office supply vendors, ordering of kitchen
supplies, water filtration system and food and soda vending machines.
in administering the Student Health Insurance program; serve as liaison to the
insurance provider, communicate policies, procedures and cost to students and
staff, respond to student inquiries, process student enrollment and waiver
with the Director of Administrative Operations, the Registrar, Bursar and
Controller to ensure compliance with the BAC and Commonwealth of Massachusetts
Healthcare requirements; in particular, the administration and maintenance of
control records within our PowerCampus program, showing attention to detail,
creating audit trails and reconciliation with other departmental records.
and maintain institutional-wide office services
Coordinate office supplies for the
institution and the Office of Finance & Administration.
Work with the mail room/copy room site supervisor
to oversee kitchen maintenance at all locations as well as ordering and making
sure the supervisor maintains kitchen supplies.
Develop and maintain appropriate
tracking systems and inventory spreadsheets for chargeback to various
departments’ budgets for their supplies.
Participate in new student orientation
programs, as required.
Assist with preparing for Commencement,
including providing support on Commencement day.
for tracking the operations budget focusing on making sure vendors are charging
the BAC appropriately as well as incoming payments from external vendor
in overseeing and managing the contracted personnel; mail room/copy room site
Supervisor and trouble-shooting, manage the outsourced printing, copying,
mailing, shipping, courier services and operations of the College which include
developing and maintaining inventory spreadsheets charging back printing and
mail jobs to the responsible departments along with policies and procedures
relative to in house and any outsourced printing and mail services, vendor
relations and assessments.
and maintain resource manual for the Operation Coordinator’s day-to-day job
good working relationships with vendors.
Set up new vendors making certain that
all necessary documentation and approval from Controller/Assistant Controller
Reconcile vendor statements to accounts
Perform filing and other accounting
related tasks, as required. Take ownership of the accounts payable files for
completeness and accuracy.
Prepare vendor and account analysis
spreadsheets upon request, for accounting department staff or budget managers
and other miscellaneous analysis as requested by the Controller or VP for
Finance and Administration.
Review and post daily cash receipt and
accounts receivable batches. Follow up with the appropriate staff to clear
discrepancies or changes needed.
Run Monthly Reports for Accounts Receivable/Cash
Receipt batches and Direct Loans. Verify reports are accurate and balance to
a monthly review of abandoned property for student accounts
Prepare, send, and track all
communications to students to be in compliance with the due diligence required
for abandoned property. Provide a monthly report to the Controller
Report to Student Services the results
of each search or communication for their determination of action needed
Other duties as required.
degree in Accounting, Business, Finance, or equivalent experience.
A minimum of three (3)
years’ experience working in administrative and full cycle accounts payable
with some general ledger and budget experience;
Higher education or
non-profit experience a plus.
Excellent written and verbal
communication skills, analytical, and problem solving skills.
Must show attention to detail, possess
exceptional organizational, interpersonal and communication skills.
Ability to work well collaboratively,
take initiative, be self-motivated and maintain congeniality and productivity
Energetic with demonstrated ability to
Computer literacy, including high
competency in PC software, Microsoft Office, Microsoft Excel spreadsheets and
be able to learn software and database programs.
Must be adept with email and the
Internet. A demonstrated willingness to
learn is essential. Experience in MS Dynamics (Great Plains) is a plus
Demonstrated ability to self-direct and